Internal Meeting Coordinator

2 weeks ago

Duluth, Minnesota, United States Aequor Full time

Job Title: Manager, Internal Meetings (Hybrid Role)

Location: Hybrid Role

Duration: 6+ months

Overview:

The primary objective of this position within the Congress & Meeting Management ("CMM") team is to facilitate exceptional internal meetings for the Human Pharma + Animal Health division of Aequor. This role is responsible for enhancing engagement, optimizing costs, ensuring a positive experience for attendees, and successfully achieving the strategic objectives set by the meeting owner.

Key Responsibilities:

  • Execute internal meetings in accordance with established Internal Meetings SOP, Playbook, and FAQ, ensuring seamless coordination among CMM, Sourcing, Compliance, IT, Finance, and external vendors.
  • Propose best practices for internal meetings through ongoing research and evaluation of previous meeting KPIs.
  • Maintain a mindset of continuous learning regarding meeting execution and share insights with the CMM team.
  • Coordinate meeting planning activities between internal stakeholders and external vendors as the Lead Planner for assigned Tier 1 and 2 meetings.
  • Conduct all business in compliance with relevant regulations and company policies.
  • Report any observed violations to upper management promptly.
  • Uphold high ethical and professional standards in all interactions to preserve the company’s reputation.
  • Understand the interdependencies within the CMM structure and execute strategies accordingly.
  • Collaborate with Meeting Owners on the content and format of their internal meetings.
  • Act as a liaison between the CMM team and various functions (e.g., IT, Compliance, Legal) as well as external partners.
  • Engage on-site support teams during meetings to ensure smooth operations and satisfaction of all stakeholders.
  • Possess knowledge of meeting interdependencies, best practices, technology capabilities, and venue considerations.
  • Manage large-scale meeting budgets effectively while identifying creative cost-saving solutions.
  • Understand regulations such as the Sunshine Act and PhRMA code that affect healthcare provider participation in internal meetings.
  • Demonstrate adaptability and problem-solving skills to meet the evolving needs of the business.

This position is crucial in executing the vision of the CMM team for internal meetings.

Qualifications:

  • Minimum of seven (7) years of experience in managing internal meetings.
  • Proven end-to-end logistical experience in planning large-scale meetings with over 200 attendees.
  • Familiarity with virtual meeting platforms and applications.
  • Experience leading project teams that include both internal and external resources.
  • Ability to manage multiple initiatives simultaneously.
  • Experience in negotiating with and overseeing external vendors.
  • Strong business acumen and decision-making skills.
  • Demonstrated success in cross-functional collaboration with high emotional intelligence.
  • Knowledge of continuous process improvement with a record of delivering results.
  • Ability to navigate ambiguous situations and find effective solutions.
  • Collaborative mindset and team-oriented approach.
  • Entrepreneurial spirit and motivation to make a significant impact.
  • Excellent problem-solving and negotiation skills.
  • Customer-focused and patient-centric attitude.
  • Strong communication, persuasion, and facilitation abilities.
  • Exhibit agility, accountability, and intrapreneurship.
  • Willingness to travel up to 50% of the time.

Education:

Bachelor's degree from an accredited institution is required.

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